Southern Cross University ISY00243: System Analysis and Design Report

This report provides a detailed system analysis and design for Nature-Lee, an organic products company, addressing its need for an effective information system. The analysis begins with fact-finding documents, including interviews and questionnaires with employees Mike and Conrad, to understand current operational challenges. The report outlines the main functions required of the new system, such as farm record management, home delivery, automated billing, and product certification tracking, with roles including customer service, accounts management, and online marketing. Use case diagrams are employed to model the interactions between external actors like customers and farmers and internal actors like staff and super admins, with activity diagrams illustrating the super admin's role in managing users, farms, and plants. The report also utilizes Entity Relationship Diagrams (ERD) to visualize the relationship between products and customer orders, aiding in the design of a database and streamlining processes such as product pickup. The report encompasses various aspects of the business, from order management to delivery, and the application of diagrams to help improve processes.

Running head: System Analysis and Design
System Analysis and Design
Name of the Student
Name of the university
Author note

1System Analysis and Design
Executive Summary
Nature-Lee deals in organic products that include fruits and vegetables, nuts, honey,
decorative plants and also eggs. The company makes use of permaculture principles along
with biodynamic soils. It was initiated at the backyard of Kevin Lee and his friends had
helped him in this. Their small venture grew to be a huge commercial venture due to the
growing demands for organic foods. The demand for organic food can be attributed for their
success. The foods that are grown by making use of chemical pesticides are not beneficial of
the health of any consumer and leads to many diseases. On the other hand organic foods are
full of antioxidants and thus are beneficial for the health of the people. People now-a-days
want to avoid chemicals in their food and are opting for organic food. The organic foods taste
way better and natural than the chemical injected ones. These are not only just beneficial for
the consumers but are also eco-friendly. Many environmental effects of chemical pesticides
such as eutrophication can be controlled or checked by using organic foods. The rapid growth
of the company requires that the various operations are handled in a proper way and thus it is
in need of an effective information system. In order to manage activities such as order
management and pick of the products, Kevin required a proper information system. In this
paper, this will be the main pint of discussion referring to fact finding documents, use cases,
system sequence diagrams, project management charts and ERD diagram and domain model
diagram that can be used in this scenario.

2System Analysis and Design
Table of Contents
Activity 5:...................................................................................................................................3
Activity 6:...................................................................................................................................4
Activity 7:...................................................................................................................................8
Activity 8:.................................................................................................................................12
Some tools that can help in implementing new system.......................................................14
Conclusion................................................................................................................................15
Recommendations....................................................................................................................16
Appendices...............................................................................................................................17
References................................................................................................................................18

3System Analysis and Design
Activity 5:
Fact finding documents refer to making use of interviews and questionnaires so that
relevant facts can be collected about the system and the requirements for the same. These
documents help in analyzing the existing system and bringing in new changes in it or
implementing a whole new system. The fact finding documents help in finding the facts that
are related to the company and thus help in coming up with solutions for the same. Fact
finding refers to collection of information based on different techniques that include sampling
of documents, observation from researches and many more.
Apart from the interviews, questionnaires can be made use of by Nature Lee. In order
to find out the facts that are affecting the business, Kevin can analyze the current process and
associated documentation. The staffs of the company can be handed the questionnaire to fill it
up and the answers got from the same will help in understanding the problems they are facing
related to the various operations so that the mitigation measures can be taken that way.
Two of the staffs who can be interviewed for this purpose are Mike and Conrad. Mike
has been hired for pick-up activities and Conrad was hired for assisting in production related
activities. These two employees can be interviewed for understanding the two vital operations
of the business that are production and pick up.
The interview questions that can be asked to the employees are as follows:
1. What problems are you facing in the work?
2. What changes do you thing will help you in this case?
These two are the generalized questions for Mike and Conrad. Being specific with the
questions:

4System Analysis and Design
For Mike:
1. What issues do you face while dealing with customers?
2. Do you take feedbacks from the customers?
3. How can implementing information system be of help to the pickup part?
For Conrad:
1. What do you feel is lacking in the production process?
2. Will implementation of information system help in the growth of the business?
This interview is important as it will give an idea where the staffs are facing problem,
the details of the operations and the ways in which they are being carried out needs to be
noted down. The customers used to call for orders and Kevin had to relay the list of offerings
that was available at his farm. This took long time and was wastage of time. There was no
such list prepared and Kevin usually informed the customers through his memory. In this
case facts sheets can help in finding out what problems could arise from this. It can happen
that Kevin forgets to tell about a product that is there and might be the customer wanted that
only. In this case observations, questionnaires can help Kevin to understand the situation and
come up with the facts that will in turn help him in implementing the information system that
is appropriate for his company.
Activity 6:
The list of the main functions that needs to b handled by the new system is as follow:
1. The new system has to have the record of the farms and their background details who want
to be the part of Nature Lee.

5System Analysis and Design
2. Home delivery system.
3. Generation of the bills automatically.
4. Tracking of the documents related to certification of the products.
5. Determination of price per unit of the measure and changes to the same whenever
necessary or required.
The roles that will be interacting with the system are that of customer services,
accounts management and handling the transactions. Another can be that of a person who
will help in shifting the business to online marketing.
Additional features that can be included in the new system are as follows:
1. Tracking of the delivery person.
2. Providing a live status of the order to the customers.
These features are vital as with the increasing demands of the customers it is essential that
product is delivered in time. Tracking of the delivery person will help in understanding the
problems being faced during commutation. When customers are provided with live status
they will be assured that their product will get delivered in time and if it is taking time what it
is the reason behind the same.
In order to model a specific system the vital factor is capturing the dynamic behavior
and here dynamic behavior refers to the behavior of a specific system when it is in working
condition. In use case diagram there are certain internal as well as some external factors that
help in making interaction. These types of agents are termed as actors and the use case
diagrams provide the relationships between these actors. In order to model a system it can
happen that more than one use case diagrams are used [1]. In this context the external actors

6System Analysis and Design
are the customers, farmers while the internal actors are the staffs and super admin. Use case
diagrams will help Kevin to understand the end result of the new venture that he is up to. In
order to understand how information system can be made use of, use case diagrams can be of
great help. The use case diagram in this case will help to connect the external actors mainly
the customers with the internal actors of the organization [2]. Kevin and Betty had divided
the work among themselves which helped the carry on with their business operations. Kevin
took the responsibility of both production as well as harvesting while Betty took the
responsibility to manage customer relations and associated services.
Four use cases in this case are that of employees, super admin, farmers and customers.
1. In case of the employees the new system has a direct relation as they will be the direct
stakeholders. They have to adapt that system and learn new things about the same.
2. Super admin can be said to be the all rounder and has to manage the users, farms plants
and all other operations in the organization has to be supervised by this person.
3. Farmers are the ones who will be benefitted by the new system as this will help in better
management of the produces.
4. The customers will be ones who will encounter the changes in the operations when the new
system is implemented.

7System Analysis and Design
Activity diagram is a vital feature in UML (Unified Modelling Language). It depicts
the dynamic aspects of the system. Activity diagram is basically a flowchart to describe the
flow from one operation to other operations. It illustrates the control flow of the activity that
is being executed. Its main purpose to focus on the conditions of the model and the sequential
and concurrent activity. It is very similar to flow chart. An Activity diagram is used by the
developers to understand the flow of the programs. It is also used to portray business process
showing the high level implementation to ground level implementation. Implementation of
information systems will support some of the primary aspects that include record-keeping,
data analysis and communication.
Among the four use cases, the activity diagram can be considered for the super admin.
At the initial level the super admin manages the users and the whole system as a whole. He

8System Analysis and Design
has to manage the farms as this form a vital part of the production cycle. The plants have to
be managed as well so that in case of any problem related to the product alternative options
can be kept. He is responsible for vital tasks such as changing passwords, managing of login
and log out of the users and updating profiles as well.
Activity 7:
Entity Relationship Diagram or ERD is a structural diagram that is made use of in
database design. It consists of various symbols along with connectors that help in visualizing
two vital informations that are major entities constituting the scope of the system and their
existing inter-relationship. In a business, like that of Nature Lee, ERD diagram provides
entities that are the business objects including people, the roles played by them and other
tangible as well as intangible objects. In this context ERD can be used for determining
various requirements of information system that is to be implemented by Kevin and Betty. In

9System Analysis and Design
Nature Lee, ERD diagram can help in establishing relationship between the products that are
available and the orders placed by the customers. ERD will help in understanding the domain
of a business, clarifying the operations that require immediate attention [3]. This will help the
company to get a visual presentation of layout enhancing communication thus ensuring that
flexibility is inculcated in operations. ERD can be made use of to understand the product
delivery process. Entity relationship diagram (ERD) is a visual tool which is useful to
constitute a ER-model. It shows the complete logical structure of database and allows a
person to communicate with the logical structure to users. This diagram is based on three
components: Entity, Relationship, Attributes. It helps to identify the entities, attributes and
the relationship of the system which exist in a system. It is widely used in database design.
Entity relationship diagram visualize the relationships and the attributes of the entity stored in
database. It helps the database designer to achieve a better concept of the information to be
contained in database. The pickup of the products by the customers can be organized by the
help of ERD diagram. The ERD diagram will help Kevin and Betty to connect the order
details with the order delivery date and many more such important informations that are
essential in this process. The ERD diagram will help at all the possible ends such as the
customer end and as well as the employees end.

10System Analysis and Design
The ERD diagram can help in checking the stocks of the products and keep a track of the
same. This will help Nature Lee to simplify the process of order taking and make it more
comprehensive.
Class diagrams help in mapping out structure of a specific system by modeling the
classes, operations, relationships between different objects and attributes. UML can be made
use of to model different systems in distinct ways. Domain class diagrams can be considered
as a conceptual model that effectively captures various concepts as well as relationships in
certain domains. The concepts in this case are denoted by certain classes while on the other
hand relationships are denoted by associations [4]. Packages here refer to some group of
inter-related classes and objects on the other hand denote certain instances of these classes. In
case of Nature Lee class diagrams can be used to categorize different types of products such

11System Analysis and Design
as vegetables and fruits. And thereafter specific persons as well as their positions can be
represented by making use of objects.
The different class domains in this case can be items, sales, customers and stock of products.
The domain class diagram can help in establishing a relationship in between the classes and
the persons [5]. These diagrams will help Kevin and Betty to gain a sense of orientation
providing detailed insight into structures of the system. The domain class diagram will also
offer an overview of the synergy that is happening among various system elements along
with the properties and associated relationships. Thus, Kevin and Betty can take the help of
domain model class diagrams to implement the new information system that they want to
make use of.

12System Analysis and Design
Activity 8:
System Sequence diagrams is a type of sequence diagram that are related to use cases.
These diagrams show the events that are generally generated by external actors in the various
use case events. System sequence diagrams are the visual summaries of the use cases and in
this case all the systems are treated as black box [6]. This diagram should be able to specify
and show the following:
1. The external actors.
2. The messages that are invoked by the actors.
3. The return values linked with the previous messages.
4. Indication of loops or iteration areas.
Sequence diagram in this case will help in enhancing interaction as it will provide a
description as how and in what specific order a certain group of objects are working together.
To get an idea of the requirements of the new information system to be implemented
sequence diagram can be made use of. This will help Kevin and Betty detail out how various
operations in the firm are being carried out [7]. System sequence diagram can be used to
achieve more formal as well as detailed descriptions of the use cases. Sequence diagram is
nothing but an interaction diagram which depicts the interaction among the set of objects in a
time sequence in sequential order. It shows the interactive behavior of the system.

13System Analysis and Design
This diagram is widely used by businessman and the software developers for documenting
and understanding the specification of new and the existing system. The following
components are needed to this diagram: Lifeline of execution specification, Message,
Combined fragment, Interaction use, State invariant, Continuation, Destruction occurrence.
It is sometimes called an event diagram or event scenarios because it allow the tracing of
actions in scenario. Here the external actors are the customers and thus this diagram will help
in representing the various steps of the use cases as a medium of information exchange
between the customers and the interface of the system. This can aid Kevin and Betty to
understand how to use information system to simplify their order taking process. The delivery
of the products to the customers can also be improved by this.

14System Analysis and Design
The software packages that can be used are FarmERP and FarmLogs. FarmERP is a multi-
user, multi-location, multi-cropping software and can be made use of in all agribusinesses.
This software helps in assisting administration, production and many other things. Farmlog
provides the tools required for calculating the profit and loss at the field referring to the input
expenses and associated rates. It will help in managing the day to day operations,
documenting the tasks with the real-time field condition thus helping in easy reporting as well
as analyzing. FarmERP is more feasible as it address maximum of the operations of the
organization.
The differences in between the FarmERP and FarmLogs are as follows:
FarmERP FarmLogs
Has CRM. No CRM in this software.
Inventory management No inventory management system.
Order processing present. Order processing absent
Has the provision of supplier management No provision for supplier management
Some tools that can help in implementing new system
Gantt chart is considered a very useful tool in managing different projects. This helps
in scheduling tasks. This provides the factors on which a certain task depends on along with
the start and stop timings. The implementation of the information system in the
organizational framework requires considering different factors that include analyzing the
existing framework and the present ways of operations within the firm. The time required to
implement certain changes so that the organization can adopt the information system
successfully. Preparing a Gantt chart will help Kevin and Betty to communicate the project

15System Analysis and Design
proceedings to others in the firm [8]. Gantt chart can help in avoiding resource overload and
measure the ongoing project proceedings. These charts will help in time management as well.
Cause and effect diagram help in examining the cause of something that has taken
place or will be taking place in future. In this scenario, information system needs to be
implemented and thus cause and effect diagram will help in analyzing why this is required
and what complicacies this can solve. These diagrams can help in analyzing the main issue
that in this case is management of different tasks within the organization [9]. The main tasks
that can be addressed using these are handling customers, orders and production. The issues
of the business can be understood and their effect as well. This can be explained to the key
stakeholders so that they understand the importance of having an information system. The
identified problems can then be mitigated for proceeding with the work. The problem of time
management and the chaos in orders and its supply can be evaluated with the help of these
diagrams [10]. According to this Kevin and Betty can decide on the next steps that should be
implemented to address these issues. The variety of products that are sold by Nature Lee
needs to be categorized into different classes so while order taking it becomes easy to
segregate the products available in hand. This will reduce the chances of forgetting the
products that are in hand and help in taking orders from the customers. Thus cause and effect
diagram can help in analyzing the various causes of the chaos in work operations and what
effects it is having on the organization. This in turn will help in understanding the need of
implementation of information systems.
Conclusion
From the discussion made above, it can be understood that in order to implement the
new information system, Kevin and Betty need to understand how this will be bring a change
in the present situation. This will help in successful implementation of information system.

16System Analysis and Design
To adopt the information system, the organization requires being ready for the changes that
will be happening for the same. This in turn will require understanding the issues and for this
purpose various project management tools are to be used. The effectiveness of these tools and
how these will help in managing the implementation of the information system give an idea
about the importance of the same. The use case diagrams will make the end results of the
venture clear. ERD used will help in determining various requirements of information system
that is to be implemented. It can be said that recognizing the external and internal factors are
important in this case and the project management tools will help in recognizing the same.
The implementation of a new system depends on how the workforce adapt to it thus they
should be well informed about the system to be implemented. Thus it can be concluded that
all the above discussed tools have some or other sort of importance in successful completion
of a specific task.
Recommendations
1. Before implementation of information system, the staffs should be given proper
information about the same.
2. A business analyst may be hired for adopting the changes.
3. Proper tool be chosen for analyzing the current situations.
4. The different aspects of the business should be considered to take proper decisions.
5. The examples of other similar organizations adopting information systems must be referred
to.
6. The stakeholders should be provided with every little information so that they feel
connected to the project.

17System Analysis and Design
Appendices
The interview plans can be divided into three phrases that are before, during and after
the interview. The preparation of interview starts with the framing the questions, then comes
how to create that environment to take interview and analyzing the results comes the last.
Here in this context two persons are interviewed and thus questions should be made
accordingly to the requirements of the interviewer.

18System Analysis and Design
References
[1]. I. Jacobson, I. Spence and B. Kerr. Use-Case 2.0. Queue, 14(1), pp.94-123. 2016.
[2]. D. Faitelson, and S. Tyszberowicz. UML diagram refinement (focusing on class-and use
case diagrams). In 2017 IEEE/ACM 39th International Conference on Software Engineering
(ICSE) (pp. 735-745). IEEE. 2017.
[3]. A. Al-Shamailh. An experimental comparison of ER and UML class
diagrams. International Journal of Hybrid Information Technology, 8(2), pp.279-288.
[4]. M. Javed and Y. Lin. Iterative Process for Generating ER Diagram from Unrestricted
Requirements. In ENASE (pp. 192-204). 2018.
[5]. E. UZUN, T. YERLİKAYA and O. KIRAT. OBJECT-BASED ENTITY
RELATIONSHIP DIAGRAM DRAWING LIBRARY: ENTREL. JS. FUNDAMENTAL
SCIENCES AND APPLICATIONS, p.93. 2018.
[6]. I.F. Campean and U. Yildirim. Enhanced sequence diagram for function modelling of
complex systems. 2017.
[7]. A.K. Jena, S.K. Swain and D.P. Mohapatra. Test case creation from UML sequence
diagram: a soft computing approach. In Intelligent Computing, Communication and
Devices (pp. 117-126). Springer, New Delhi. 2015.
[8]. H. Gantt and K. Adamiecki. Gantt chart. 2015.
[9]. M. Coccia. The Fishbone diagram to identify, systematize and analyze the sources of
general purpose Technologies. Journal of Social and Administrative Sciences, 4(4), pp.291-
303. 2018.

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[10]. M. Daru. Total Quality Management (TQM): A Strategy for Competitive
Advantage. International Journal of Research in IT and Management (IJRIM), 6(9), pp.51-
55. 2016.